How to save 2 weeks a year with Notion synced blocks

Synced blocks are so simply powerful that even the COO of Notion describes them as one of his favourite Notion features

Introduction

We all know Notion is the #1 tool to centralise your work and boost your productivity.

No other tool on the market can do what Notion does.

It is literally designed to make your life easier, save you tons of time and make you a much more efficient individual both in your personal and your work life.

One of our favourite Notion features is the ability to create synced blocks.

Here is why.

Understanding blocks

Before we dive into synced blocks, it is worth noting that Notion is essentially built out of blocks and pages you can connect together to perform specific tasks.

You can recognize blocks thanks to the domino-like icon next to your content whether it be text, databases or any other type of content available on Notion.

Example of a Notion page with text blocks

You can move your blocks across your page by simply dragging and dropping them anywhere you want on your page.

Understanding synced blocks

Now that we have covered the basics of blocks, let's get into synced blocks.

As their name suggests it, synced blocks are also blocks, with one small difference: they synchronize with each other: modifying one synced block will instantly modify all other synced blocks present on your Notion workspace.

This is incredibly useful for various reasons.

For example, if your company counts 10 team members, each with their own Notion dashboard, you can begin to understand why populating each one with specific content can be time-consuming especially if you need to customize the content for each team member one by one.

Another great use of synced blocks is designing menus and tables of content across your pages for example.

Just like every other command on Notion, simply type in the slash key ("/") to bring up the list of commands:

Synced block command on Notion

You can then populate them with any type of content you want whether be it rich text, images, videos, databases, external files from your Google Workspace, PDF's etc.

This means you can essentially set your dashboards and workflows on autopilot: no need to modify each page, document or other resource one by one anymore.

You can simply incorporate them into a synced block, and then modify that synced block to alter information anywhere across your workspace. All in one go.

This covers synced blocks.

Now let's explore their main purpose: saving time.

Saving time

Synced blocks are one of the best time-saving methods in Notion.

To illustrate this, let's run some quick math:

  • Your team counts 10 employees
  • Each employee has their own dashboard
  • Each dashboard counts 3 pages
  • Let's assume it takes 3 minutes to modify information on each page
  • Let's also assume they have to perform weekly dashboard modifications

So 10 x 1 x 3 x 3 x 4 = 360 minutes or 6 hours every month

That's 72 hours or 3 days every year.

And even then, that's only if you have 3 pages per employee dashboard, and only 10 employees.

If you have 5 or 6 pages per dashboard, and 50 employees, this can quickly amount to weeks' worth of time.

Thanks to synced blocks, you can now bring this all down to 0.

Synced blocks in practice

By know we covered why synced blocks are a pretty powerful function.

Now let's show you how easy they are to create

Step 1: bring Notion commands up with the slash (/) key

Type in the "/" key to bring Notion commands up and then type in "synced block"

You will recognize synced blocks thanks to their red outline.

You can now enter information in your synced block.

Step 2: add content

A database for example:

Database

Step 3: duplicate

We can then duplicate our synced block - our database is now also present in our copy below:

And now, just for the purposes of this article, let's add an image underneath our database just to show you how this works.

Original synced block

Our duplicate synced block now also displays the same image - see below

Duplicated synced block
Pro tip: there is no parent vs. child relationship with synced blocks, meaning you don't necessarily have to modify your first synced block in order to modify another synced block. You simply need to duplicate them in order for them to sync together.

Do yourself a favour, and save yourself weeks of unnecessary time-wasting efforts thanks to Notion synced blocks.

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